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  • Does not meet expectationsMeets expectationsExceeds expectationsManaging expectations is about perception.Expectations should be set up front.Expectations should be realistic.Communicate early and often.Throw in a freebie.
  •  Overworked and underpaid Silicon Valley entrepreneur was tired of the 80 work weeks and $40, 000 salaries. With an abundance of energy and vivacity for life Tim was tired of the “deferred life plan” (slave – save – retire) before he hit the age of 30. Determined to live instead of living to work Tim challenged himself to overcome time and mobility in order to live a balanced, and luxurious lifestyle. In an age of information overload Tim was chained to his desk and was constantly communicating through email via a Blackberry or laptop. With aspirations of being part of the New Rich culture Tim created a simple to follow lifestyle acronym in order to become part of this New Rich group of living in the now while balancing work. He calls his time management methodology DEAL – Define, Eliminate, Automate and Liberate. Living his methodology Tim says he works 4 hours a week while making on average $40,000 a month. Always perfecting and pushing the envelope with his methodology here are is a quick overview of how to become liberated and work a supposed 4 hour workweek. Critics are quick to point out that because Tim enjoys what he does not everything he does is considered work by his definition but he does state that although everyone may not be able to work a 4 hour workweek his tips will help anyone double their income, cut your hours in half and double your vacation time.

Time Management 1 Presentation Transcript

  • 1. Time Management
    BET 600 Phase I: Managing Yourself
  • 2. Video Introduction
    BlackBerry and South Park (Ebinum)
    5 min: Introduction with fun video clip: BlackBerry and South Park (Ebinum)
  • 3. Agenda
    A Day In YOUR Life
    A Game
    Perception of Time
    Cultural Differences
    Gantt Chart
    Prioritization
    4 Hour Work Week
  • 4. A Day In YOUR Life
  • 5. Why Manage Your Time?
    Helps reduce stress
    Promotes healthy mind and body
    Prepare
    Overall happiness
    Balanced lifestyle
    Sense of accomplishment
    Accomplish more
  • 6. Lessons Learned from Tom Hunter
    Perspective
    Discipline
    Find your personal style
    Be Flexible at the right moment
    There are only 24 hours in a day
  • 7. 30 min: flash card/ role playing activities (Kryst role playing cards)- TODO: create tasks that needs to be done in the scenario into powerpoint (Jaewoo)- scenario role playing: - obstacles, unexpected delays, manage expectations
    - simple powerpoint showing the techniques learned through the activities
  • 8. Let’s Play A GAME!
  • 9. Company Introduction
    Company Name: Star Trek Inc.
    Organization
    Product: New Robot Series with ArtificialIntelligence - “Transporter”
    VP 1
    VP 2
    Manager 1
    Manager 3
    Manager 2
    Employee 1
    Employee N
  • 10. Company Introduction
    Business Status
    Some prototypes have already been available.
    Release of the product is drawing near.
    Key patents were granted yesterday.
    As a team need to launch “Transporter” next week. Today is Thursday, launch date is Friday, October 30th.
    25 person operation, been working on prototype for 1 year now, have customers who have paid waiting for launch of product.
  • 11. Company Introduction
    Main Tasks
    Develop and strengthen sales partners, channels and clients to buy & sell your product, “Transporter”.
    Plan marketing strategies including industry launch party and press release.
    Prior to the release, review main specs/features/designs while implementing final reliability tests of the product.
  • 12. Events for the scenario
  • 13. Random events for the scenario
    Scenarios
    patent failure and design/testing fail = Delay
    VP wants all features and done faster= manage expectations
    Feature E will add 100 hours but double sales – what do you do? = Manage No
    Procrastinate: how did you deal with the internal
    Conflict:Vp expected sales in 3 days, but manager failed to communicate, VP and ee in fight, they lost $1 million.
    Employee wants to quit, VP needs employee – stuck.
    ADD another feature set to it..
  • 14. Lessons learned on game
    Managing Employees
    How to deal with delay
    How to deal with expectation
    How to deal with situation to say “NO”
    How to deal with procrastination
    Lesson learned on game
    - the management (Jaewoo)
    - Delay (ebinum)
    - expectation (alan)
    - NO (mohanad)
    - procrastination (vishue)
  • 15. Managing People
    For a manager
    • Not Request but make others understand first
    • 16. Ask for not answers but solutions or alternatives
    • 17. Other tips
    • 18. Focus on what you can contribute to
    • 19. Empower duties and tasks to employees
    • 20. Notify them of the due date
    Try to incorporate employees’ time into your time frame to manage (Lead/Help/Check)
  • 21. Managing People
    For an employee
  • 22. Managing People
    For an employee
    • Understand boss’s goals and ways of working
    • 23. Always be positive and proactive
    • 24. Other tips
    • 25. Let him know consequence when you overload
    • 26. Let him know when you are reaching saturation
    point
    Try to be more flexible in managing your time since a portion of your time belongs to boss.
  • 27. Why is Interruption a big impediment of Time Management?
    Reduces productivity
    Loss of thoughts
    Loss of valuable time
  • 28. Methods to avoid Interruptions
    Do not Disturb sign
    Stand when interrupted
    Screen calls and visitors
    Agree on a quiet time
    Knowing what is important and what are not
    Saying “NO” is the biggest tool to avoid time wasting interruptions
  • 29. Scheduling Time for Interruption
    Powerful tool in Time Management
    Two components of scheduling Time for interruption
    Scheduled interruptions vary from person to person.
  • 30. Say NO
    So what happened?
    How did you say NO ?
    There is three ways to say NO:
    Just say, I’m sorry.
    say, “Let me think about it and get back to you.”
    it’s fine to say, “I can’t do this, but I can…”
  • 31. Manage Expectation
  • 32. Combating procrastination
    Everyone procrastinates, but it becomes a problem when it is frequent & habitual.
    How to identify a procrastinator?
    Starts work just hours before the deadline
    Actively looks for distractions. Eg. email
    Lies to themselves. Eg. “I work under pressure”
    Feelings of guilt, insomnia etc.
    Drinks more alcohol than others
  • 33. Tips to combat procrastination
    Set realistic goals
    Divide and conquer
    Five minute plan
    Visualize success
    Reward yourself
    Know yourself
  • 34. Is there a cure?
    Procrastinators are made not born
    Authoritarian parenting can be a cause
    Old habits die hard, expect slow recovery and setbacks
    Try different methods at different times.
    Cognitive Behavioral therapy for those who
    need help
  • 35. Perception of Time
    Duration: Subjective vs. Objective
    - “How long will it take?”
    Time Management Tips:
    • Account for contingencies
    • 36. Give yourself more time
    • 37. Be aware of your emotions
  • Value of Punctuality Across Culture
    North America (USA and Canada)
    China and Japan
    Nigeria
    Latin America
    Middle-East (Arab)
  • 38. Gantt Chart
    A Gantt chart is a type of bar chart that illustrates a project schedule. Gantt charts illustrate the start and finish dates of the terminal elements and summary elements of a project. Some Gantt charts also show relationships between activities, and can be used to show current schedule status.
  • 39. Gantt Chart
  • 40. http://www.youtube.com/watch?v=CW_wGSFavTc
  • 41. Prioritization
    “90% of ‘urgent’ issues can actually wait.” – Tom Hunter, Partner, Gowlings
  • 42. Times They are a Changin’
    Trends since 1990s:
    The Internet explosion
    ‘Right-sizing’ and flattening
    Mobile offices
    Their negative effects:
    Information overload
    Asked to do more with less
    Blurring of home and work lives
  • 43. The Prioritization Problem
    The Myth:
    We need to “make time”
    The Truth:
    We cannot; we have all the time there is1
    86,400 seconds per day each2
    Use according to our priorities
    Never enough time to do it all
    Remember the trends
    How to ensure important things get done?
  • 44. Solutions - Past, Present, & Future
  • 45. 4-Quadrant Model of Prioritization
    Tasks / activities categorized by importance and urgency3
    Yes
    Quadrant 1: Important and Urgent
    • Fire-Fighting
    • 46. Appear effective in short run, but burn out
    • 47. E.g. Key customer needs information ASAP
    Quadrant 2: Important, but Not Urgent
    • Proactive Planning
    • 48. Have to make time
    • 49. E.g. Planning next week’s activities
    Important?
    Quadrant 3: Not Important, but Urgent
    • Tension-relieving to-dos
    • 50. Not goal-achieving
    • 51. E.g. Boss needs status report ASAP
    Quadrant 4: Not Important and Not Urgent
    • Time wasters
    • 52. Avoid at all costs!
    • 53. E.g. Water cooler gossip
    No
    Yes
    No
    Urgent?
  • 54. Exercise: Categorizing Activities
    In which quadrant would you place each of the following activities?
    You get a flat tire driving to a meeting
    Last-minute lunch with a banker re: funding
    An amusing You Tube video from a co-worker
    Determining how you will host a BET 600 workshop
    A flood in your R&D lab
    A co-worker needs to vent about their ex
    Significant other wants to watch TV with you
  • 55. Exercise: Categorizing Activities
    Yes
    Quadrant 1: Important and Urgent
    Quadrant 2: Important, but Not Urgent
    7. Significant Other
    6. Co-Worker Venting
    Important?
    Quadrant 3: Not Important, but Urgent
    Quadrant 4: Not Important and Not Urgent
    No
    Yes
    No
    Urgent?
    2. Lunch with Banker
    4. Workshop Planning
    5. Flood in Lab
    1. Flat Tire
    3. You Tube Video
  • 56. Steps to Better Use Your Time
    Categorize all activities on the matrix
    Eliminate Quadrant 4 activities
    Minimize time spent in Quadrant 3
    Increase time spent in Quadrant 2
    Previous step should automatically reduce time spent in Quadrant 1, and stress
  • 57. How Do I Find More Time for Q2?
    There’s actually a 13th month each year2
    You just can’t see it on a calendar
    Look for it on a calculator:
    Start each work day one hour earlier!
    5 hours/week * 50 weeks = 250 extra hours
    250 extra hours / 8 hours/day = 31 extra days
    Use this extra hour each day for planning (Q2) and other important priorities
  • 58. How Do I Know What’s Important?3
    Morbid way:
    Imagine you’re attending your funeral
    How would a family member, friend, professional colleague, and community member pay you tribute?
    How do you want to be remembered?
    These are the things that are important to you!
    Cheerful way:
    Create a personal mission statement about:
    What you want to be
    What you want to achieve
  • 59. Presenting the 4 Hour Workweek
    http://www.youtube.com/watch?v=68wIehAABPgRecommendations from Tim Ferris:http://www.rescuetime.com/http://www.asksunday.com/?gclid=CIr04rWw0Z0CFQYMDQodk0LBrg
  • 60. Just DEAL With It
    The 4 Hour Work Week Secret
    Definition
    • define the problem, define your time
    Elimination
    • selective ignorance
    Automation
    • outsource tedious tasks
    Liberation
    - Take a “mini retirement”
  • 61. The Timothy Ferriss 'not-to-do' list
    1. Do not answer calls from unrecognized phone numbers To do so would just results in unwanted interruption. Let it go to voicemail instead.
    2. Do not email first thing in the morning or last thing at night. The former scrambles your priorities and plans for the day; the latter gives you insomnia.
    3. Do not agree to meetings or calls with no clear agenda or end time.
    4. Do not let people ramble Forget "How's it going?" when someone calls. Stick with "I'm in the middle of getting something done, but what's going on?"
  • 62. The Timothy Ferriss 'not-to-do' list
    5. Do not check email constantly — check at set times only. Focus on the execution of your top to-do's, instead of responding to others' manufactured emergencies.
    6. Do not bother fixing small things. Define one single, most-important task for each day. Often, it's just a matter of letting little bad things happen (return a phone call late, pay a small late fee, lose an unreasonable customer).
    7. Take at least one day a week off of your digital leash. Turn it off or leave it at home. So what if you return a phone call an hour later or the next morning?
    8. Do not expect work to fill a void. Work is not all of life. Force yourself to work within tight hours. Focus, get the critical few priorities done, and get out.
  • 63. Questions?